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Set Up User Roles for a UTA/ Module

Updated

User roles control access to UTA/modules in SmartSimple by determining which applications, tools, and configuration pages a user can see and use. Setting up user roles typically happens when a new UTA/module requiring controlled access is created, when new staff need access to an existing UTA/module, or when access levels for current users need to be updated. Roles are created with a system reference name and a separate display caption, then assigned to specific users.

Who: Global administrators

When to Set Up User Roles

Set up user roles when:

  • Setting up a new UTA/module that requires controlled user access.
  • Onboarding new staff who need access to an existing UTA/module.
  • Updating access levels for current users.

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Create a User Role

To create a user role:

  1. Click the System Administration gear in the upper navigation bar, and then select Roles and Security.
  2. Locate the Roles and Categories section and click User Roles.
  3. Click the New Role [+] button.
  4. Click the Role Name field and enter the applicable information.
    • This field is a system reference used in configurations. It is not recommended to change the Role Name after setup.
  5. Click the Caption field and enter the applicable information, often the same name as the Role Name field.
    • This field is the label displayed to end users and can be updated at any time, including for translation.
  6. Locate the Available to field and click the applicable option.
    • Setting this field to Internal Users Only limits assignment to internal users, preventing accidental assignment to external users, such as applicants.
  7. Toggle Enable Menu Icon on to display all applications, tools, and configuration pages that the user can access.
  8. Add any remaining applicable information, and then click Save.

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Assign a User Role to a User

To assign a user role to a user:

  1. Click the System Administration gear in the upper navigation bar, and then select Roles and Security.
  2. Locate the Roles and Categories section and click User Roles.
  3. Click the edit [pencil] icon next to the applicable user role.
  4. Click Current Users in the left navigation.
  5. Click the Add User to Role [+] button.
  6. Check the checkbox next to the applicable names, and then click Add.
  7. Refresh the page to view the updated user role assignment.
NOTE  Additional methods for assigning roles to users include editing the user's profile directly, using batch update on a user list view, or using an import wizard.

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